Office Coordinator

Trinity Life Sciences; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in the life sciences industry is seeking an Office Coordinator for their London office. The role involves providing administrative support, managing office operations, and assisting with events. Ideal candidates will have strong organizational skills and a proactive approach to office management.

Qualifications

• 1-2+ years of office coordination experience.
• Strong problem-solving skills with creative solutions.
• Excellent organization and time management skills.

Responsibilities

• Providing exceptional administrative support to the team.
• Coordinating office management and event support.
• Managing health & safety requirements.

Skills

Problem Solving

Organization

Communication

Initiative

Detail-Oriented

Education

First Aider / Fire Warden Qualification

Tools

Microsoft Office Suite

Job description

Join to apply for the Office Coordinator role at Trinity Life Sciences

Description

We are seeking a highly motivated Office Coordinator to join our new London office! This is a 5-day/week opportunity, working onsite and providing exceptional administrative support to our team. Responsibilities include Office Management, Event & Remote Support, Health & Safety Management, and Accounting Support.

Essential Functions

1. Office Management (55%)
   • Greeting clients, guests, and visiting staff professionally and warmly.
   • Notifying staff of guest arrivals and escorting guests as needed.
   • Managing catering orders, including all-hands meetings.
   • Handling company mail and packages.
   • Meeting regularly with IT for office updates.
   • Assisting with onboarding new hires, including desk booking and training room directions.
   • Preparing building/office IDs with building staff via NextGen.
   • Supporting conference room setup with EAs.
   • Maintaining supplies in the kitchen and office.
   • Coordinating repairs and maintenance with building staff and vendors.
   • Managing requests through Facilities ticketing system, including business cards, FedEx labels, and remote support.
   • Tracking office attendance and usage metrics.
   • Supporting Facilities & Office Manager on projects like office moves and vendor research.
   • Coordinating with HR on equipment collection during offboarding.
   • Providing office updates for monthly EU meetings.
   • Updating the shout-out wall weekly with new hires, events, and updates.
2. Event & Remote Support (25%)
   • Supporting on-site event setup, decoration, catering, and AV needs.
   • Assisting in venue research and planning for events like London EOY celebration.
   • Supporting printing and shipping for events and trainings.
   • Physical tasks during events, such as lifting or standing for long periods.
3. Health & Safety Management (10%)
   • Managing health & safety requirements, including vendor coordination for signage and fire extinguishers.
   • Participating in relevant trainings (e.g., first aid, fire warden).
   • Maintaining compliance logs.
4. Accounting Support (10%)
   • Monitoring budgets for supplies and recommending cost mitigation.
   • Assisting with coding and receipts for expenses on corporate cards.
   • Supporting expense platform management.

Qualifications

• 1-2+ years of office coordination experience.
• Strong problem-solving skills with creative solutions.
• Excellent organization and time management skills.
• Self-motivated with initiative and ownership of the office.
• Desirable: First Aider / Fire Warden qualification.

Knowledge & Skills

• Proficiency in Microsoft Office Suite, including Teams.
• Excellent communication skills, both written and oral.
• Professional interaction across staff levels.
• Highly organized and detail-oriented.
• Ability to work independently and collaboratively, onsite and remotely.
• Discretion with sensitive information.

About Us

Trinity Life Sciences brings 25+ years of expertise, a top-tier team, and unmatched data and analytics to the life sciences industry. We support clinical and commercial decision-making for over 300 clients, including top biopharma companies. Our global team of 1300 employees across 11 offices continues to grow through organic expansion and acquisitions, such as BluePrint Research Group and D Cube Analytics. We are committed to diversity, equity, and inclusion, providing a discrimination-free workplace. Learn more at Trinity’s website.

Additional Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Business Consulting and Services